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Executive Assistant to The Dean, Faculty of Art
2 weeks ago
OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create_
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Dean, Faculty of Art, the Executive Assistant is responsible for providing executive-level administrative support to the Dean and supplemental support to the Associate Dean, Faculty of Art. This position requires problem-solving in a collaborative, dynamic team environment within the Faculty of Art Office at OCAD University (OCAD U).
**Summary of Responsibilities**:
- Act as the initial point of contact for individuals and groups bringing issues to the attention of the Dean
- Oversee the Dean & Associate Dean’s calendars to ensure that all University-wide events and external invites are promptly entered into the calendar. Ensure that days are scheduled effectively & efficiently; balancing in-office & home days, incorporating appropriate breaks, balancing competing priorities and meetings, problem-solving conflicts, and optimizing productivity
- Organize the Dean & Associate Dean’s tasks to ensure deadlines are met, providing reminders or follow-ups when needed, scheduling focus time, conducting research and compiling and requesting additional information; liaise with other internal/external stakeholders when needed; reviewing agendas and flagging talking points or contentious items
- Provide high standard administrative support to the Dean, including, but not limited to:
- Drafting of the Dean’s communications
- Preparation of meeting agendas and presentation materials; minute taking
- Providing briefing materials to the Dean in advance of meetings, including agendas, reports and updates
- Coordination or execution of action items in follow up to meetings
- Maintaining accurate electronic files and filing systems
- Facilitating communication with other OCAD U units and/or external individuals and organizations
- Serve as Secretary to the Faculty Council, and other various ad hoc committees, as required
- Facilitate and support the Dean in administering Faculty Peer Reviews, Teaching Stream Permanence, Administrative Searches and Tenure-Track faculty hiring while ensuring confidentiality and privacy
- Assist in the reconciliation of the Dean’s discretionary financial accounts; coordinate the processing of travel receipts and other expense reimbursements; reconcile purchasing card statements
- In collaboration with the Coordinator, Outreach & Special Projects, coordinate special projects and fundraising efforts
- Assist the Dean, Associate Dean and Manager with the planning and execution of special projects and events that contribute to the successful operation of the Faculty of Art office
**Qualifications**:
- Required:_
- Post-secondary degree or equivalent
- Minimum of three (3) years of administrative and/or Executive Assistant work experience, ideally in a post-secondary educational environment or related environment
- Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including, but not limited to Teams, Forms, Approvals, Adobe Sign, Docu Sign
- Advanced interpersonal, communication, composition, organizational and analytical skills
- Advanced writing skills and ability to clearly draft content and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner
- Ability to synthesize, organize and circulate accurate minutes for University and Faculty committees in a timely manner
- Demonstrated ability to take initiative and work both independently and participate collaboratively in a dynamic and creative team environment
- Demonstrated attention to detail and organizational skills, and the ability to prioritize tasks and meet deadlines
- Demonstrated ability to handle confidential matters, sensitive situations, crises or chal
